Project Transaction (Monthly Usage Data)

Export

Every month, we need to import project usage data into Acumatica to determine if the customer's monthly user and GB usage exceeds the included amount. Monthly usage data can be retrieved from the following Power BI report: Monthly Usage File - Power BI

Note

Please note that we export usage data by location

Follow these steps to export usage data for Houston:

Attention

Similarly to the Sales Price worksheet import, please remember to delete any extra rows before importing transactions into Acumatica. This ensures that the import process proceeds smoothly without errors.

Import

To import Usage Data into Acumatica, please follow these steps: Navigate to the Projects workspace -> Transactions -> Project Transactions.

Click + Sign in the upper left corner to add a new record:

Follow these steps to upload the usage file:

Warning

Sometimes, after transactions are uploaded, Acumatica might display an error on certain usage line items, and these line items will be highlighted in red. This might happen for reasons such as: the project is not active, the subscription task is not active, the project wasn't found in the system due to a missing leading 0 in the project ID, etc. In those cases, please investigate the line items causing errors, fix the root cause, delete all the project transactions, and re-upload to ensure the errors are resolved.

Save -> Release

Note

After releasing the project transactions, a background process begins that compares the usage data to the number of users and GBs included in the task. It subtracts all the included users and GBs, retaining only the overage users and GBs, which results in Acumatica creating an allocation project transaction.

Removing Overages

In this section, we will review in detail how overages are calculated and how to remove them if needed. Let's review the following example:

The subscription project task for project 'EXAMPLE' includes 50 GB and 10 users:

The July 2024 usage Power BI file shows 63 GBs and 17 users. As per the instructions above, we imported the usage file through the project transactions screen and released them:

In the following screenshot, we can see that after releasing our PM00000368 transaction, Acumatica automatically created allocation transaction number PM00000369

We will click on reference number PM00000369 to review the details of this allocation. As noted above, after releasing the project transactions, a background process begins that compares the usage data to the number of users and GBs included in the task. It subtracts all the included users and GBs, retaining only the overage users and GBs resulting in the entries below.

If we compare the allocated entries to our original entries, we will see that originally we imported -63 GBs. Acumatica creates an offsetting entry of 63 GBs, bringing the GB account group to 0, and Acumatica inserts -13 OVRGB (63 - 50 included). The same applies to users: originally, we imported -17 USERS, and Acumatica offsets this entry with 17 users, bringing the user quantity to 0. Then, Acumatica adds an entry for -7 OVRUSERS (17 users - 10 included). As a result of our original transaction and Acumatica's allocation transaction, we are left only with -13 OVRGB and -7 OVRUSERS.

Note

Please note that we don't have to release allocated transactions; Acumatica releases them automatically.

Let's navigate to the 'EXAMPLE' project and then go to the Revenue Budget tab. In the Actual Quantity column, we can see the overage storage and overage users that Acumatica calculated by its allocation in the previous step.

At this point, we have reviewed how these overages were calculated. To remove the overages, a reversing entry should be made in Project Transactions to bring the overages to zero.

We can create a new Project Transaction sheet from scratch, or, as a shortcut, we can copy the Acumatica-created allocation transaction. Then, we'll create a new Project Transaction sheet, paste the copied allocation transactions, remove the USERS and GBs, leave only the OVRUSER and OVRGB, and change the quantity sign:

Attention

Please note that the reversing transactions should be entered with the same date as the original transactions. In the scenario above, we reversed the transactions with the date 7/31/2024

Now, if we check the revenue budget of the project, we will see that the actual quantities are 0, thus the overages were removed:

Similarly, instead of removing overages, we can adjust the overage quantity by following the same steps. Let's say a usage file with -108 GBs was uploaded, and the subscription project task included 50 GBs. As a result, Acumatica will calculate -58 GBs of overages. If we need to adjust this number to -8 GBs of overages, for example, we would follow the steps above and add a transaction with 50 GBs